SCS 4.0. SCS Toolbar. Task Based Guide

Transcription

1 SCS 4.0 SCS Toolbar Task Based Guide

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4 Table of Contents SCS Toolbar... 5 Introduction... 5 Toolbar Installation... 6 Outlook Toolbar Internet Explorer and Firefox Toolbar Initiating Calls from a Web Page Microsoft Office 2003, 2007 Toolbar Adding Quick Access Toolbar Buttons to Microsoft Office Applications Supported phone number formats: Avaya Documentation Links... 53

5 SCS Toolbar Introduction The SCS Toolbar enables SCS users to make calls via the Toolbar application, that once installed resides in applications such as Internet Explorer 7 Firefox 3.0, Microsoft Outlook 2003, 2007 and the Microsoft Office 2007 suite of applications. As calls are made from the toolbar, the user's phone will ring and connect the user to the called number When utilised with web browser applications such as Internet Explorer 7 and Firefox 3.0, the toolbar will highlight all telephone numbers found on the page. When the SCS user clicks on the phone number, the call will initiate. When the toolbar is used with Microsoft Office 2007, phone numbers can not be highlighted and dialled. However, the Find Phones button will find and display dial links to telephone numbers found in Microsoft Office documents. For details relating to supported telephone number formats, please see the Supported phone number formats section of this guide. When used with Microsoft Outlook, the Toolbar will scan current mail message and will show all phone numbers in the drop-down window of the toolbar. Additionally, senders and recipients phone numbers in the current mail message will be shown in the toolbar if they are available in the Outlook address book. The SCS Toolbar is supported with the following applications: Internet Explorer 7 and 8 Firefox 3.0 Microsoft Outlook 2003, 2007 Microsoft Office Word, Excel, PowerPoint, Project, Visio, Access versions 2003, The SCS Toolbar is supported with the following operating systems: Windows XP Windows Vista Windows Seven 5 NN Issue 1.3 SCS 4.0

6 Toolbar Installation The SCS Toolbar application is available for download from the SCS user portal. 1. Login to the SCS user portal with a valid SCS accounts User ID and PIN. 2. The user portal will be displayed. 6 NN Issue 1.3 SCS 4.0

7 3. To download the toolbar, click the Install SCS Toolbar link. 4. Then save the Toolbar application to a secure location. 5. Install the toolbar application on the SCS user s PC. 7 NN Issue 1.3 SCS 4.0

8 6. Once the Toolbar has been installed, reboot the user s PC. 7. Open the application to be used with the Toolbar, in this example Microsoft Outlook and the Toolbar will be displayed. 8. Click the Options button. 8 NN Issue 1.3 SCS 4.0

9 9. From the SCS Account Settings panel, enter the SCS host name. 10. Enter the user ID of the SCS user in the User ID field. 9 NN Issue 1.3 SCS 4.0

10 11. Enter the SCS user s PIN (password), in the User PIN field. 12. If required, enter a phone number to be dialled to reach a conference, in the Conference phone # field. 10 NN Issue 1.3 SCS 4.0

11 13. In the Internal DN length field, enter the DN length utilized on the SCS system, in this example the SCS extension length is 4. Consequently, the Dialing Prefix is inserted in front of all telephone numbers in the Phonebook except for those numbers that are 4 digits in length. With the Internal DN length reference in place, the Dialing prefix will recognize which numbers are internal and which are external numbers. 14. Enter the Dialing Prefix to be utilized. 11 NN Issue 1.3 SCS 4.0

12 15. If a Dimdim web conference is required, the user s Dimdim account details can be referenced. In the DimDIM login field enter the login (username) for the Dimdim account. 16. Then enter the account s Dimdim password. 12 NN Issue 1.3 SCS 4.0

13 17. The default Voic settings will scan for new voic messages every 30 seconds. 18. The RSS Settings parameters allow the user to enter an RSS feed address location. In this example an RSS location for the Avaya Community Portal has been entered. 13 NN Issue 1.3 SCS 4.0

14 19. A Title can be entered for the RSS button that will appear on the Toolbar. In this example a title of RSS Feeds has been added. 20. When the RSS settings have been configured, the Enable RSS check box can be selected. For RSS settings to be confirmed, click the OK button and restart the application. 14 NN Issue 1.3 SCS 4.0

15 21. The SCS Toolbar will display the RSS button which can be clicked to display RSS feeds. 15 NN Issue 1.3 SCS 4.0

16 22. From the Language drop down box, the Toolbars display language can be selected. In this example Portuguese has been selected as the Toolbar Language. 23. When the settings are confirmed by clicking the OK button and the application restarted, the Toolbar will be displayed in the chosen language. 16 NN Issue 1.3 SCS 4.0

17 24. The Enable Highlighting and Scan Outlook address book check boxes can be left in their default enabled state. 25. Click the OK button. 17 NN Issue 1.3 SCS 4.0

18 For details relating to Conference Configuration and DIM DIM Conference integration, please refer to the SCS 4.0 Conferencing Task Based Guide. 26. The SCS interface can be accessed by clicking the Toolbar s Avaya icon button. 27. The user will be logged into their user portal. Note: With Mozilla Firefox the user ID and password previously defined in the options page will automatically be referenced to allow the user access to their user portal. Note: When using Internet Explorer, when the Avaya logo is clicked an invalid user ID and Password message will be displayed. 18 NN Issue 1.3 SCS 4.0

19 This issue can be resolved, by either installing the SCS certificate as trusted certificate or installing a trusted certificate for SCS. It can also be resolved by simply clicking the Avaya logo again once the "invalid username/password" page has initially been displayed. 19 NN Issue 1.3 SCS 4.0

20 Outlook Toolbar Outlook toolbar will contain: Find Phones button. Select the button and any phone number listed in the currently selected will be found and an attempt made to match the number of the sender, to the user s Outlook address book. To make a call to the number, the SCS user clicks the number s hyperlink and the call will be initiated. It should be noted that the SCS will require configuration with required dial plans and gateways to provide incoming and outgoing call access. 20 NN Issue 1.3 SCS 4.0

21 Phonebook button. The SCS user clicks the Phone Book button and SCS Users and numbers will be displayed. These numbers are assigned to the SCS system s Phone book. The personal contacts added from the user s User Portal, will also be displayed. To initiate a call the user selects a listed name and clicks the Call button. The user s phone will ring and the call will connect to the called number. 21 NN Issue 1.3 SCS 4.0

22 Call forward button. The SCS user clicks on the call forwarding button, this will open a call forwarding dialog box where the user can manage call forwarding phone numbers and enable/disable call forwarding options. To add a call forwarding number: 1. Click the Add button. 22 NN Issue 1.3 SCS 4.0

23 2. Select the Enabled check box. 3. Enter the number to which the user s phone will be forwarded. 23 NN Issue 1.3 SCS 4.0

24 4. From the Condition drop down box, select a condition to be applied to this call forwarding rule. Selecting If no response will result in the call being forwarded from your registered phone to each number in the list in sequence until the call is answered. If the call is not answered at any of the numbers in the list, it will be forwarded to your voic - if voic has been activated. Selecting At the same time will cause your local phone, the destination number and any other enabled numbers listed in the forwarding list to ring at the same time, with the call transferring to the one that answers first. If the call is not answered at any of the numbers in the list, the call will be forwarded to voic . 5. Enter a call forwarding delay in the Delay field. This is the time in seconds that the destination number should ring before the call is transferred to voic , or forwarded to the next number in the list if applicable. 24 NN Issue 1.3 SCS 4.0

25 6. Click the OK button. The Configured Call Forward number will be displayed. Click the Save button. 7. The Call forwarding numbers can be moved up or down to their required activation order by selecting the number and clicking the Move Up / Move Down buttons. 25 NN Issue 1.3 SCS 4.0

26 Note: If a Call Forwarding plan is defined or deleted from the User portal s call forwarding GUI, the plan will be replicated in the Toolbar and vice versa. User Portal SCS Toolbar 26 NN Issue 1.3 SCS 4.0

27 Conference call button. Participants can be invited to conferences by click the Conference Call button. You should ensure that the user s account settings have been configured along with the required conference access number. 1. These options are available by clicking the Toolbar s Options button. 2. Enter a phone number to be dialled to reach the conference, in the Conference phone # field. 3. In the Internal DN length field, enter the DN length utilized on the SCS system, in this example the SCS extension length is 3. Consequently, the Dialing Prefix is inserted in front of all telephone numbers in the Phonebook except for those numbers that are 3 digits in length. With the Internal DN length reference in place, the Dialing prefix will recognize which numbers are internal and which are external numbers. 27 NN Issue 1.3 SCS 4.0

28 4. Enter the Dialing Prefix to be utilized. 5. The other settings can be left as default when configuring the main conference settings. 6. Click the OK button. 28 NN Issue 1.3 SCS 4.0

29 7. Audio Conference participants can now be invited by clicking the Toolbar s Conference Call button. 8. An Outlook Appointment for the conference call will automatically be created. This can be given a subject name and addressed to the invited participants. Note that any conference telephone number referenced in the Toolbar options will be added to the details of the Outlook appointment. You should ensure that any participant PIN required to access this conference is referenced in the Outlook appointment. 29 NN Issue 1.3 SCS 4.0

30 9. When the participants receive the invitation, they can dial the number to access the conference DimDim button. To utilize a Dimdim account referenced in the Toolbar configuration, click the Dimdim button. 1. The Dimdim toolbar utility will open. 2. To start a web meeting, click the Start button. 30 NN Issue 1.3 SCS 4.0

31 3. You will be directed to the Dimdim website and automatically logged into Dimdim conference via the account referenced in the Toolbar s options screen. Once logged in, participants can be invited to attend the web meeting. 31 NN Issue 1.3 SCS 4.0

32 4. Existing DimDim conference sessions can be joined when the user presses the Join button. Clicking the Join button will display a window with two edit boxes, where the meeting room name and password can be entered. 5. The participant will be directed to the conference and can join the conference and enter an identifying name. 32 NN Issue 1.3 SCS 4.0

33 Voic RSS button. 1. Any new voic messages sent to the SCS user whose account details are referenced under the Toolbars options, will be highlighted by the icon changing in color from red to yellow. Note: If you receive a voic messages indicated by a yellow icon, and listen to the message and then reboot the pc. When the PC reboots and Toolbar is opened, the icon may still appear as a yellow icon. To clear this, click the yellow icon. It will then turn red and any new messages will once again be illustrated with a yellow icon. 2. When voic messages have been left for the SCS user, they can be accessed by clicking the Voic RSS button. 3. The voic messages will be displayed. 33 NN Issue 1.3 SCS 4.0

34 4. To listen to the message, click the messages hyperlink. 5. The voic message will be played. 34 NN Issue 1.3 SCS 4.0

35 RSS Feeds The RSS Settings parameters allow the user to enter an RSS feed address location and then be supplied with RSS Feed updates from a configured web site. 1. In this example an RSS location for the Avaya Community Portal has been entered. 35 NN Issue 1.3 SCS 4.0

36 2. A Title can be entered for the RSS button that will appear on the Toolbar. In this example a title of RSS Feeds has been added. 3. When the RSS settings have been configured, the Enable RSS check box can be selected. For RSS settings to be confirmed, click the OK button and restart the application. 36 NN Issue 1.3 SCS 4.0

37 4. The SCS Toolbar will display the RSS button which can be clicked to display RSS feeds. 37 NN Issue 1.3 SCS 4.0

38 5. Details relating to the version of SCS Toolbar in use, can be displayed by clicking the About button. 6. In this example, Avaya SCS Toolbar version is being utilized. 38 NN Issue 1.3 SCS 4.0

39 Internet Explorer and Firefox Toolbar The majority of the Toolbar features available with Microsoft Outlook installations of the toolbar are available with both Firefox and Internet Explorer. The exceptions to this are the Find Phones button and Conference call button. Internet Explorer Firefox 39 NN Issue 1.3 SCS 4.0

40 The Toolbar buttons available are the: Phonebook button. The SCS user clicks the Phone Book button and SCS Users and numbers will be displayed that are assigned to the SCS systems Phone book or added as contacts by the SCS user from their user portal. To initiate a call the user selects a listed name and clicks the Call button. The call will then be made. DimDim meeting button. To utilize a Dimdim account referenced in the Toolbar configuration, click the Dimdim button. 40 NN Issue 1.3 SCS 4.0

41 These settings are the same as previously described in the Outlook Toolbar section. For full details relating to Dim Dim configuration, please refer to the Outlook Toolbar section of this guide. Call forward button. The SCS user clicks the call forwarding button, this will open a call forwarding dialog box where the user can manage call forwarding phone numbers and enable/disable call forwarding options. 41 NN Issue 1.3 SCS 4.0

42 Note: If a Call Forwarding plan is defined or deleted from the User portal s call forwarding GUI, the changes will be replicated in the Toolbar and vice versa. User Portal SCS Toolbar 42 NN Issue 1.3 SCS 4.0

43 These settings are the same as previously described in the Outlook Toolbar section. For full details relating to Call Forward configuration, please refer to the Outlook Toolbar section of this guide. Voic button. 1. When voic messages have been left for the SCS user, the Voic RSS button will change color, from red to yellow. 2. The messages can be accessed by clicking the Voic button. The voic messages will be displayed. 43 NN Issue 1.3 SCS 4.0

44 3. To listen to the message, click the messages hyperlink. 4. The voic message will be played. 44 NN Issue 1.3 SCS 4.0

45 5. The Options button displays the configuration options available for the Toolbar. 6. Details relating to the version of SCS Toolbar in use, can be displayed by clicking the About button. In this example, Avaya SCS Toolbar version is being utilized. Please refer to the Outlook Toolbar section of this guide for descriptions of the available configuration options. 45 NN Issue 1.3 SCS 4.0

46 Initiating Calls from a Web Page The Internet Explorer and Firefox toolbar provides a feature to highlight phone numbers on the current webpage. The phone numbers can then be dialled directly from the web browser. 1. The SCS user accesses a web page as required. 2. Any phone numbers on the page will be highlighted with an adjacent phone icon. 3. The user simply clicks the hyperlink relating to the phone number and the call will be made. It should be noted that the SCS will require configuration with required dial plans and gateways to provide incoming and outgoing call access. 46 NN Issue 1.3 SCS 4.0

47 Microsoft Office 2003, 2007 Toolbar The SCS toolbar is also available for use with the Microsoft Office 2003, 2007 suite of applications such as Word, Excel, PowerPoint, Visio, Project and Access. The Toolbar functions in the same way as the Toolbar used with Microsoft Outlook configurations. 1. Once installed, to view the Toolbar in Microsoft PowerPoint. The user clicks the SCS button in the PowerPoint menu bar. 2. The SCS Toolbar will then be displayed. In the example below, the toolbar has been installed for configuration and use with Microsoft Project NN Issue 1.3 SCS 4.0

48 For the Microsoft Office Suite of applications, the Toolbar features available function in the same way as the Toolbar used with Microsoft Outlook configurations. Please refer to the Outlook Toolbar section of this guide for full configuration details. The SCS Toolbar Features available are listed as follows: Find phones button. Calls initiated by clicking a recognised number displayed in the document, for example a Microsoft Word document. Phonebook button. The SCS user clicks the Phone Book button and SCS Users and numbers will be displayed that are assigned to the SCS systems Phone book. Call forwarding button. The SCS user clicks the call forwarding button, this will open a call forwarding dialog box where the user can manage call forwarding phone numbers and enable/disable call forwarding options. 48 NN Issue 1.3 SCS 4.0

49 Note: If a Call Forwarding plan is defined or deleted from the User portal s call forwarding GUI, the plan will be replicated in the Toolbar and vice versa. User Portal SCS Toolbar DimDim button. Clicking on the DimDim button will initiate a conference by utilising a registered Dim Dim account. DimDim join meeting. Used to join an existing Dim Dim Web Conference. 49 NN Issue 1.3 SCS 4.0

50 Voic RSS button. Used to access an SCS user s voic messages. Options button. Used to change configuration settings of the SCS Toolbar. About button. Displays the SCS Toolbars software version. Adding Quick Access Toolbar Buttons to Microsoft Office Applications Many Microsoft Office 2007 applications contain a number of tabs providing features of the application, including tabs relating to any installed add ins such as the SCS Toolbar. However, when a user clicks on a tab other than the SCS tab, the SCS toolbar is no longer displayed, as illustrated below. To overcome this, the SCS Toolbar Icons can be added to the Quick access Toolbar in the application. Consequently, the SCS Toolbar buttons will then be available from any tab clicked by a user. 50 NN Issue 1.3 SCS 4.0

51 To add a quick access button: 1. Open the Office application to which the SCS Toolbar has been installed and click the SCS tab. In this example, Microsoft PowerPoint is being utilized. 2. Right click on the button for which a new quick access Toolbar button will be created, then click the Add to Quick Access Toolbar option. In this example, the Find Phones option has been selected. 3. The quick access button will be added to the applications Toolbar. 51 NN Issue 1.3 SCS 4.0

52 4. Repeat the process as required, to add other SCS Toolbar buttons. 5. The added buttons will then be available from all tabs of the application. Supported phone number formats: With this release, the toolbar only recognises the North American telephone number format. Below is a list of recognizable phone number formats of USA and Canada: +1szzzsxxxsxxsxx +1s(zzz)sxxxsxxsxx (+1szzz)sxxxsxxsxx 1szzzsxxxsxxsxx 1s(zzz)sxxxsxxsxx (1szzz)sxxxsxxsxx zzzsxxxsxxsxx (zzz)sxxxsxxsxx x - digit or character in upper case zzz - area code s - separator symbol: " " (spacer character), "-", ".", "" (no characters) 52 NN Issue 1.3 SCS 4.0

53 Avaya Documentation Links SCS 4.0 Configuring User Profiles Task Based Guide SCS 4.0 System Configuration Task Based Guide SCS 4.0 Device Configuration Gateways Task Based Guide SCS 4.0 Conferencing Task Based Guide 53 NN Issue 1.3 SCS 4.0